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The Historical Archives 





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[Copy 1 



Department of State 



Andrew Hussey Allen, 

Chief of tlrie Btareaia of Rolls and Library. 



From the Annual Report of the American Historical Association, 1894. 



WASHINGTON: 

G U V K U N M K N 1 P K 1 N T 1 N G OFFICE, 
'S95. 



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\ 



\ 



I 

\ 



The Historical Archives 



Department of State 



Andrew Hussey Allen, 

Chief of th'e Bur-eaia of Rolls ai^id Libmry, 



From the Annual Report of the American Historical Association, 1894. 



WASHING 1' U Iv : 

G (J V E K N M K N T 1' R 1 N T 1 N (; OFFICE 






LlBf^ARY OF CGN6R&3S 

APR9-t9g1 

DOCU<Vi£isT6 iiiVialON 

nil- III iiirMrn'iiMi 1 — irT~nr" 



XVII.-THE HISTORICAL ARCHIVES OF THE DEPARTMENT 
OF STATE. 



By Andrew Hussey Allen, Chief of the Bureau of Rolls and Library. 



The historical archives deposited in the Departmeutof State, 
by several acts of Congress, for preservation, and presumably 
with the purpose of ultimate publication, are regarded without 
material divergence of intelligent opinion as the most valuable 
collection of documents extant upon the early political history 
of the nation. But a lack of popular knowledge touching their 
volume, value, condition, and accessibility has within a few 
years by persistent fostering been developed into a serious 
misconception of the Department's purj)oses respecting their 
uses — a misconception which finally appeared last year in a 
public statement of the nature of an assault upon the Dei)art- 
meiit by a prominent member of this association (formerly its 
president), untimely, unjustified, and further confusing the sit- 
uation. The purpose of this paper, within the brief time and 
space allotted, is, at this, the earliest opportunity, to correct 
this misapprehension, so far as possible, first, by a statement 
of facts in contradiction, and secondly, by such assurances as 
incidental comment may convey. 

These archives are virtually held in trust by the Department 
for the use of historical writers and students, and it is their 
devotion to that use with which their custodians are concerned. 

The collections comprise: 

(1) The records and papers of the Continental Congress, in 
307 volumes, folio, deposited in the custody of the Secretary of 
State by the acts of Congress of July 27, 1789, and September 
15, 1789, entitled, respectively, "An act for establishing an 
Executive Department, to be denominated the Department of 
Foreign Affairs," and "An act to provide for the safe-keeping 
of the acts, records, and seal of the United States, and for 
other purposes." 

281 



282 AMERICAN HISTORICAL ASSOCIATION. 

(2) The papers of George Wasliiugtou, in 336 ^ volumes, 
folio, bougbt by authority of the acts of June 30, 1834, and 
March 3, 1849, entitled, respectively, "An act to enable the 
Secretary of State to purchase the papers and books of Gen- 
eral Washington," and "An act making appropriations for the 
civil and diplomatic expenses of Government," etc. Both acts 
direct " the said books and papers to be deposited and pre- 
served in the Department of State." The former of these two 
acts appropriates $25,000 and the latter $20,000, making the 
total cost of the Washington papers $45,000. 

(3) The papers of James Madison, in 75 volumes, quarto 
(new binding), bought under the act of May 31, 1848, entitled 
"An act to provide for the purchase of the manuscript papers 
of the late James Madison, former President of the United 
States." This act appropriates for its purpose $25,000, and 
lu'ovides for the " delivery" of the papers " to the Secretary of 
State, with a proper conveyance of title to the United States." 

(4) The papers of Thomas Jefterson, in 137 volumes, quarto, 
bought at a cost of $20,000, appropriated by the act of August 
12, 1848, entitled "An act making appropriations for the civil 
and diplomatic expenses of Government," etc. This act con- 
tains the proviso " That the said T. J. Eandolph shall deposit 
all the said papers and manuscripts of a public nature in the 
State Department, and execute a conveyance thereof to the 
United States," and carries an appropriation of $6,000 for the 
publication of the papers. 

(5) The papers of Alexander Hamilton, in 05 volumes, folio, 
bought by authority of the act of August 12, 1848, just cited, 
under the same conditions as those governing the purchase of 
the Jefferson collection, at a cost of $20,000, and to be pub- 
lished at an expenditure of $6,000, also provided. 

(6) The papers of James Monroe, in 22 volumes, quarto (new 
binding), bought at a cost of $20,000 under the act of March 
3, 1840, which provided for the purchase of the second part of 
the Washington Papers, and for these papers, in this language : 
" And that a like sum be appropriated for the purchase of the 
manuscript books and papers of the late James Monroe, to be 
deposited in like manner in the Department." 

' Of this collection, 37 volumes, known as the "Army Returns," were 
transferred to tlie War Department November 24, 1894, under the act of 
Congress of August 18, 1894. 



ARCHIVES OF DEPARTMENT OF STATE ALLEN. 283 

(7) The papers of Beujamiu Franklin, iu 32 volumes, quarto 
(new binding), bouglit at a cost of $35,000 by authority of the 
act of August 7, 1882, entitled " An act making appropriations 
for sundry civil expenses of the Government," etc., which 
contained the following provision : 

To enable the Secretary of State to purchase the manuscript papers of 
Benjamin Franklin, and the collection of books, and so forth, known as 
the Franklin collection, belonging to Henry Stevens of London, thirty- 
live thousand dollars ; the printed books, pamphlets, and newspapers, and 
one of the typewriter copies of the manuscripts to be deposited in the 
Library of Congress, and the residue to be preserved in the Department of 
State. 

The Government of the United States has. as it appears, 
expended $105,000 in the acquisition of the papers of these six 
commanding hgures in its history — papers that are, of course, 
priceless from the view point of the historian. And yet these 
six collections compared Avith the collected papers of the Con- 
tinental Congress — "the great committee on the conduct of 
the war" — are far overshadowed in importance and more than 
half equaled in volume. 

The papers came to the Department in various stages of 
preservation, incompleteness, and dilapidation. 

The collection of Franklin only was received after careful 
restoration and binding. His papers had been collected and 
arranged by Henry Stevens, of Vermont, a resident of London, 
and an archivist of experience and accomplishment, whose 
methods have formed the Department's model for later work 
on the same lines. 

The condition of a i)art, at least, of the Washington Papers 
was more precarious than that of any other collection, while 
the Jefifersons were the best preserved. 

The secretary of the American Historical Association, in his 
report of the proceedings of the ninth annual meeting held at 
Chicago, in 1893, quotes this paragraph from Mr. W. F. Poole's 
report of the same meeting, published in the Independent : 

The historical papers in the State Department are not accessible to the 
historical student except as a special favor, and they are not arranged, 
classified, and calendared. The State Department has no space for his 
torical archives and no archivist who understands their management or 
has time to give to the needs of historical investigators. Indeed these 
are not the functions of the State Department. At Ottawa, however, Can- 
ada has a department of archives; it is an excellent one, and under the 



284 AMERICAN HISTORICAL ASSOCIATION. 

charge of a most competent archivist. American historians, when they 
need to consult the original documents relating to our own history, often 
go to Ottawa to see papers which should be in Washington. 

These few sentences present the case with compactness and 
comprehensiveness; their authorship is respectable, and they 
bear the official indorsement of this association. 

"The historical j)apers in the State Department," says the 
report, "are not accessible to the historical student except as 
a special favor, and they are not arranged, classified, and cal- 
endared," 

About the time at which that statement was made the 
division of the Department charged with the custody of these 
archives was engaged in completing the restoration, arrange- 
ment, and binding of the Madison Papers, to render them 
freely accessible, and in liberalizing, so far as practicable, the 
regulations governing the use of the several collections by 
investigators. The restoration, arrangement, and binding of 
the Monroe collection had been completed and a calendar of 
the papers contained in it had been in print and distributed 
within the limit of the edition since 1890-91. 

There were in the Bureau of Eolls and Library at the same 
time, besides earlier indexes, a completed calendar in manu- 
script of the Madison Papers which, printed, comprises 739 
imperial octavo pages, or about 9,090 entries in small tyije; 
a completed calendar of the Jefferson collection of twice the 
volume of the Madison calendar, and a partially completed 
index of the Jefferson Papers still in progress which, when 
finished, will equal in extent the calendar of the latter collec- 
tion. 

These calendars were the work of Mr. Walter Manton, of 
the rolls division, prosecuted with an intelligent industry and 
devotion that runs no risk of being overestimated, while their 
compiler found time to answer many hundreds of letters involv- 
ing long and careful searches in the Revolutionary archives for 
information of individual military services sought by candi- 
dates for admission to the various Revolutionary societies lately 
organized. Early in the year 1893 an index of the jiapers of 
the Continental Congress was beguij, and it has since been 
continued. The papers selected for the inauguration of this 
index were those described as " letters alphabetical," a series to 
the contents of which little, if any, clew existed. 



CAR HIVES OF DEPARTMENT OF STATE ALLEN. 285 

Prior to the summer of 1893 the privilege ot personal access 
to the archives had been accorded to several historical students 
of eminence, as the History of the Administrations of Jefterson 
and Madison and the publication by the Putnams of the Frank- 
lin, Hamilton, Washington, and Jefferson Papers attest. 

In February, 1893, a newspaper published in Washington 
made and reiterated a statement to the effect that the histor- 
ical archives in the State Department had not been, or were 
not then, accessible to the historical student except as a special 
favor, and complained with some acrimony that discrimination 
had been exercised against a Western investigator and in favor 
of an "Eastern coterie" or a "Boston coterie.-' This charge 
was so persistently maintained that the attention of Congress 
was drawn to the matter and a resolution of inquiry was 
adopted by the House of Eepresentatives and referred to the 
Committee on the Library. 

In presenting the report of that committee, the chairman 
stated that the editor of the newspaper had appeared before 
the committee at its first session had said that personally he 
knew nothing whatever concerning the charges, but had re- 
ferred to a newspaper colleague, also in^esent, as his authority 
for them in their published form. The inquiry, thus shifted, 
was continued until a reference was made to the aggrieved 
author. " The committee addressed him on the subject," con- 
tinues the report, " and after considerable delay received the 
following response." 

This response, in the form of an affidavit, recites charges 
involving delays and evasions, as far back as the spring of 
1881, by a former custodian of the archives, at the time of its 
submission no longer in the service of the Government. The 
committee sent the papers to the Secretary of State for such 
comment as he might desire to make, and on the 6th of Feb- 
ruary he returned them, together with copies of the corre- 
spondence on file, saying that they had been found to relate to 
the conduct of a former custodian of the archives, who had 
ceased to be an officer of the Government on the 31st of May, 
1888, and that they were concerned with questions which (in 
the Secretary's opinion) the Department could not determine. 

The matter is summed up in the first and last paragraphs of 
the committee's report: 

The Committee on the Library, to whom was referred the resolution 
asking for an investigation of charges of favoritism shown to writers by 



286 AMERICAN HISTORICAL ASSOCIATION. 

subordinates iu tbe library of tbe State Department, wbicb charges were 
made in the columns of the Washington Post, unanimously report, after 
due iuquirj^, they find no reasou for such an investigation. 

******* 

The committee recommend that the resolution be tabled, and ask to be 
discharged. 

Althougb the investigation of tlie subject by Congress was 
undoubtedly instigated by the newspaper printing the charges, 
the report of the committee seems to have been unacceptable, 
for, notwithstanding- the conclusion reached by an impartial 
tribunal, there flppeared on the editorial page of the paper of 
the 10th of February a statement to the effect that the copies 
of letters transmitted to the committee by the Secretary of 
State showed on their face that the complainant had been 
debarred access to the historical papers he desired, while 
others more favored '-were abstracting their contents." 

With what animus these stale charges were resuscitated in 
1893 does not appear; for in the sworn statement of the author 
aggrieved this language is used: 

Recently having obtained access to a calendar of the Monroe Papers^ 
and having received assurances that there was a change of policy in the 
Department of State, I have had some copies made, i * ** * 

This episode is related in order that the principal, active, 
and perhaps only original source of the existing misconception 
respecting the archives may be known and appreciated.^ 

The lack of classification mentioned by Mr. Poole is a sub- 
ject open to the i^ossibility of much discussion. The Depart- 
ment of State has already announced its purpose, under present 
conditions, touching this important matter, in a note on the 
index 111 Bulletin No. 1 of the Bureau of Kolls and Library in. 
these terms : 

The existing classification and arrangement of the bound manuscripts 
(by volume and number) will not be disturbed except where the restora- 
tion and preservation of the papers render ripping and rebinding imper- 
ative, and in that, as well as in the binding of loose i)apers, the original 
classitication and arrangement will be followed as closely as may be to 
avoid the possible confusion consecjueut upon numerous citations from 
original manuscripts and references to them by historical writers in their 
published works. 



' The copies referred to were made in 1891 — at least more than a year 
before the sworn statement. 

^ House of Representatives, Report Xo. 2,510, Fifty-second Congress^ 
second session. 



ARCHIVES OF DEPARTMENT OF STATE ALLEN. 287 

The restoration, mouutiug, and binding of the archives are 
necessary preliminaries to free and general access to them, 
while calendars and indexes are essential to the convenient 
exercise of the privilege of such access. 

Before 1886, when work was commenced on the calendars 
since completed of the papers of Monroe, Madison, and Jef- 
ferson, the indexes of the historical archives possessed by 
the Department consisted of 9 volumes of indexes to the 
greater jiart of the jjapers of the Continental Congress, one 
volume of indexes to letters to Washington, the indexes accom- 
l^anying each volume of the transcripts of letters from Wash- 
ington, a partial list of the Hamilton collection, and the list of 
the Franklin Papers arranged by Mr. Henry Stevens. 

By the sundry civil act, approved on the 2d of March, 1889, 
the sum of $3,000 was appropriated ''for the restoration, 
mounting, and binding of certain manuscript letters and papers 
of Washington, Hamilton, Jefferson, Madison, Monroe, and 
others in the Department of State," etc. By the sundry civil 
act of August 30, 1890, the sum of $0,000 was appropriated, 
and by the sundry civil act of August 5, 1892, the sum of $5,000 
for the same purpose. With the $14,000 thus specifically 
appropriated, augmented by as much more as the Department 
could spare from its allotment for "printing and binding," the 
restoration, mounting, and binding of the archives was begun 
and carried on. 

The papers were taken up in the order of their requirements. 
The Monroe and Madison collections were not bound nor ade- 
quately listed when received by the Department. The work 
was accordingly begun with the Monroes by a trained force, 
employed under a contract with Messrs. Pawsou and Nichol- 
son, of E^hiladelphia, reenforced from the Government Printing 
Office. Upon the completion of these two collections, the 
former in 22, the latter in 75 quarto volumes, the "Armj^ 
Iveturns" of the Washington collection were taken from their 
old binding in the autiim of 1893 and similarly treated. When 
52 volumes had been finished and there remained 3 volumes 
still to put into leather, this seiies of papers was transferred 
to the War Department under the following provision (intro- 
duced as an amendment) contained in the sundry civil act of 
August 18, 1894: 

That all military records, such as muster and pay rolls, orders, and 
reports relating to the personnel or the operations of the armies of the 



288 AMERICAN HISTORICAL ASSOCIATION. 

Revolutionary war aud the war of 1812, now in any of the Executive 
Departments, shall be transferred to the Secretary of War to be pre- 
served, indexed, and prepared for imblication. 

In the debate on the subject Senator Hoar secured a modifi- 
cation of the form of the original amendment and the adop- 
tion of a provision in this language : 

That the muster and pay rolls, discharges, and reports relating to the 
field operations of the army of the Revolutionary war and of the war of 
1812, now in any of the Executive Departments, shall be transferred to the 
Secretary of War to be preserved, indexed, aud properly prepared for con- 
venient reference and use: Provided, That whenever the head of any 
Dejiartment shall deem the retention of any such records in his Depart- 
ment essential to the convenient transaction of the business thereof, he 
may direct copies of such records to be transmitted to the War Department 
in lieu of the originals. 

The language of the Imc was a result of the conference on the 
bill. 

In 1893 the Secretary of State asked for |5,00() to continue 
the work of restoration and binding and to publish indexes of 
these manuscripts, and in a letter on the subject to the Secre- 
tary of the Treasuiy, dated October 16, he said: 

The $5,000 asked for to be expended in restoring, binding, and publish- 
ing indexes of manuscript papers is designed for use in the care and pres- 
ervation of the manuscript records of the Continental Congress, deposited 
with, the Secretary of State in accordance with the act creating the 
" Department of Foreign Affairs," aud of the manuscript papers of Wash- 
ington, bought for $4.5,000, ap])ropriated by acts of June 30, 1834, and 
March 3, 1849; the Jefferson, Madison, and Monroe Papers having been 
already restored, bound and approximately indexed. The condition of 
these jiapers, from age and handling, renders constant care and speedy 
restoration indispensable to their proper preservation. The indexes con- 
templated are equally necessary to the use of the collection. 

The appropriation was not made, but the work i^roceeded at 
the cost of the Department's allotment for "lU'iuting and bind- 
ing," and is still continued at the expense of that fund.^ 

Late in the summer of 1893 a bulletin was inaugurated for 
the purpose of publishing the calendars and indexes of the 
historical archives, together with certain special papers. 

The initial number of this publication, entitled Bulletin of 
the Bureau of Rolls and Library of the Department of State, 
and bearing the date of September, 1893, issued from the press 
early in December of that year. 



' A memorandum of the work done in this direction is appended. 



ARCHIVES OF DEPARTMENT OF STATE ALLEN. 289 

Four numbers have already appeared : 

No. 1, Sei^tember 1, 1893, contains a list of the volumes com-" 
prising the papers of tlie Continental Congress, tlie beginning 
of a mis(!ellaneous index of those papers, and an appendix 
commencing the publication of the documentary history of the 
Constitution of the United States with the proceedings of the 
Annai)olis convention. 

No. 2, November, 1893, contains a new edition of the calen- 
dar of the correspondence of James Monroe, with corrections 
and additions. 

No. 3, January, 1894, contains a list of the volumes of the 
Washington Papers, a continuation of the index of tlie papers 
of the Congress, and the j)roceedings of the Federal convention. 

No. 4, March, 1894, contains a calendar of the correspondence 
of James Madison. 

No. 5, May, 1894, still in the printer's hands, contains lists 
of the volumes of the Madison, Jefferson, Hamilton, Monroe, 
and Franklin collections, a continuation of the index of the 
papers of the Congress, the Constitution of the United States 
as framed by the Federal convention, the proceedings of Con- 
gress thereupon, and the ratifications thereof by the several 
States. 

No. G, July, 1894, contains part 1 of a calendar of the corre- 
spondence of Thomas Jefferson — letters from Jefferson. 

The remainder of the Jefferson calendar and the index of 
the Jefferson collection, together with a continuation of the 
index of the papers of the Congress and an index of the Madi- 
son calendar, are awaiting the Public Printer's convenience. 

On June 27, 1894, with a scheme of printing in contempla- 
tion, the Secretary of State wrote to Senator Mills, of Texas: 

I have the houor to inclose herewith for your informatiou aud conven- 
ient reference a memorandum relating to the '' Revolutionary archives" 
deposited in the Bureau of Rolls and Library in this Department, sub- 
mittedjl:^ the Chief of that Bureau in January last at about the period of 
<iiy?.aterview upon a project you had in miud for the printing of these 
valuable historical pa|iers, many of which are greatly in need of perma- 
nent protection against the fading and decaying processes of time. 

The permanent preservation aud use of these papers, however, are 
dependent upon the adoption of measures for putting them into print and 
for distributing them in published form, at least to the great libraries 
and the principal centers of learning and scholarship throughout the 
country. With this end in view, I can not perhaps more adeciuately 
impress upon you the importance and urgency of the matter than by 

H. Mis. 91 19 



290 AMERICAN HISTORICAL ASSOCIATION. 

reference to Mr. Bayard's report ' aud President Cleveland's special message 
of April 12, 1888, printed in Senate Ex. Doc. No. 142, Fiftieth Congress, 
first session, inviting the attention of Congress to the desirability as well 
as the necessity of the pnblication. 

The deposit of these collections by lavr in this Department, as shown 
in the inclosed meraorandnm, the experience involved in their preserva- 
tion, the knowledge acquired of their contents^ the work already done 
upon them, and the expertness in accurate proof-reading, derived from 
the duty of promulgation of the laws of the United States by the Bureau 
having these papers in charge, combine in my judgment to render their 
publication a duty of this Department and a task more appropriately 
subject to its supervision than to that of any other branch or office of the 
Government, aud I earnestly recommend an appropriation of $25,000 for 
this purpose. 

As a specimen of printing along the projected line, I send herewith 
copy of Bulletin No. 3 of the Bureau of Rolls and Library, the appendix 
to which contains a literal print of the " Proceedings of the Federal con- 
vention" from the papers of the Continental Congress. 

On the -8tli of June, 1894, Senator Mills offered in tbe Senate 
this amendment to the sundry civil bill then pending: 

To enable the Secretary of State to publish the Revolutionary archives 
now deposited in the Department of State, twenty-five thousand dollars, of 

which sum not exceeding dollars may be used in the emijloymeut 

of copyists and other necessary clerical assistance. 

The amendment was referred to the Committee on the Li- 
brary, favorably reported by that committee, aud referred to 
the Committee on Appropriations. The chairman of that 
committee reported it to the Senate, as the Record recites, 
on the 31st of July: 

Mr. CocKRKLL. After lino 17, on page 127, is the appropriate place for 
the amendment of the Senator from Texas [Mr. Mills] about publishing- 
some state documents. 

The Presiding Op'ficer. The amendment will be stated. 

The Secretary. Add after line 17, page 127: "To enable the Secre- 
tary of State to i)ublish the Revolutionary archives now deposited in the 
Department of State,. $10,000." 

The amendment was agreed to. 

When the bill emerged from the subsequent conference the 
amendment was modified so as to read — 

The Secretary of State is hereby directed to cause the Revolutionary 
archives, except the military records, now deposited in his Dej)artment to 

' Mr. Bayard's report was accompanied by forty or more inclosures in the 
shape of letters from prominent writers and students of history commend- 
ing his plan, and was a strong presentation of the necessities and desires 
of the Department and the friends of the papers. There was no practical 
result. But a resolution of August 13, 1888, authorized the publication 
of AVharton's edition of the Diplomatic Correspondence of the American 
Revolution, receutly completed. 



ARCHIVES OF DEPARTMENT OF STATE ALLEN. 291 

be carefully examined, and to ascertain what portions are of sufficient 
importance and historical value to publish, and the number of printed 
volumes they would make, and the reasonable cost of their publication 
and editing, and report tlie result to Congress, with such recommendations 
as he may deem proper. 

Alul SO the matter was concluded. 

Fuuds for the preservatiou and publication of the papers of 
the Continental Congress have been i^rovided by legislation 
to the aggregate amount of about $i'00,()00 since the first year 
of the century; and for the preservation and publication of 
the SIX personal collections of these historical archives the 
total of appropriations is less than $25,000 in fifty years. 
Since the close of the war of the rebellion the total of appro- 
priations for the publication of the Eebellion Records ap- 
proaches $2,000,000, and will probably reach $2,700,000. 

From the historical archives the papers published with the 
money thus appropriated are the Journals of Congress and 
the Secret Journal; The Journal of the Federal Convention; 
9 volumes of the Force Archives; the Diplomatic Corre- 
spondence of the American lievolution, by Sparks; the same, 
later, by Wharton; 3 volumes of Diplomatic Correspondence, 
1783 to 1789, covering the first six years after the i)eace, 
by Sparks; the Madison Papers, the Jefferson Tapers, the 
Hamilton Papers, i^ll the publications, except the Journal 
of the Federal Convention, were imperfect, but none more so 
than the Journals of Congress. 

"The State Department," Mr. Poole continues, "has no 
space for historical archives and no archivist who understands 
their management or has time to give to the needs of histor- 
ical investigators. Indeed, these are not the functions of the 
State Department." 

That the Dej)artmeut of State lacks convenient space for its 
offices IS in a measure true; but there is space to spare in 
the building, and an act of Congress allotting it is all that is 
necessary, for the Department's original space was reduced by 
legislation transferring it to the neighboring Departments. 

That the Department has no archivist who understands the 
management of historical manuscripts is a statement that 
possesses the merit of novelty, whatever it may lack. The 
Department of State is the only Department of the Govern- 
ment that has treated old archives scientifically, and the papers* 
restored and bound, speak for themselves. 



292 AMERICAN HISTOUICAL ASSOCIATION. 

The Departmeut lias lio archivist who "lias time to give to 
tlie needs of historical investigators," says Mr. Poole. Oii the 
contrary, the custodian of the manuscripts has time and has 
always had time to give to the needs of historical investigators, 
within reasonable bounds. These bounds are indicated in two 
passages of a letter of October 18, 1890, by the Second Assist- 
ant Secretary of State. He wrote: 

First. The Department can uot uudertalve to do any part of the work of 
an editor or a compiler. 

Secondly. It neither has anyone who could properly take the responsi- 
bilitj- of making any selection of papers for a private citizen, nor has it a 
sufficient force to enable it to copy the papers after selection has been 
made. 

But copyists have been repeatedly, and are constantly accom- 
modated. 

One of the functions of the Department of State conferred 
by the acts creating it an Executive Departmeut is the care of 
the historical archives of the Continental Congress. That 
function has been continuously and is still exercised, according 
to the means provided, by a force trained to the custody and 
preservation of some of the most valuable archives of the Gov- 
ernment — the laws of the United States since the foundation 
of the nation, and the treaties with foreign powers since the 
treaty of February 6, 1778, with France. 

I have said that the purpose of the Department of State 
was to make these papers accessible to historical investigators. 
With that purpose in view the Department is doing every- 
thing permitted by its resources. It can hardly with iiropriety 
be advertised in the newspapers, nor committed to a general 
circular of information to be distributed indiscriminately with- 
out solicitation. It has, liowever, during the past year been 
made known by the Bulletin, and earlier, presumably, through 
persons exercising the privilege of access. It has been ob- 
structed during the same period by the newspaper assault 
recited, and by the paragraph in a report of the last annual 
meeting of this association already quoted. All adverse action, 
as I have suggested, is perhaps traceable to one source. But 
whether that be so or not, we may properly consider the 
apparent difference of motive. In its constitution this asso- 
ciation declares that "its object shall be the promotion of 
historical studies," Mr. Poole's mistaken assertions were un- 
doubtedly made from impersonal motives, with that object in 



ARCHIVES OF DEPARTMENT OF STATE ALLEN. 293 

mind. Beyond the revival of a personal attack upon a former 
custodian of the papers, the only evident object of the news- 
paper was a sensation. The newspaper charges, considered by 
an unbiased committee and disposed of, may safely be elimi- 
nated from further consideration here as an obstruction to the 
profitable uses of the archives. 

The object of this association, so far as these precious papers 
are concerned, can just now be served better by the exercise 
of its influence for legislative action providing for the preser- 
vation and publication of the papers than by the suggestion 
or promotion of measures looking to the erection of a hall of 
records. Let that come later. 

An augmentation of the force engaged in the work of pres- 
ervation and enlargement of space by acquisition of one or 
two additional rooms are the pressing needs. Government 
building is slow; the completion of such a depository as a hall 
of records is somewhat remote, however desirable. The papers 
in their i^resent condition can not be expected to survive time 
and wear indefinitely. They have not been dipped in the foun- 
tain of Ponoe de Leon's quest; they can not be withheld from 
inspection, excejjt when actually in the hands of the restorers. 
On the other hand the work can not prox)erly progress in haste. 
Experience and skill are essential to its adequate performance. 
It is hardly worth while to sj)eud effort in combating extreme 
theories. These manuscripts can not be shuffled like cards 
nor rushed into print like a newspaper " extra." 

Meanwhile access to them will continue to be asked and 
accorded without special favor, and with no further discrimi- 
nation of individuals by the Department than that involved 
in a necessary ascertainment of the carefulness, responsibility, 
and good faith of the investigator, a discrimination which will 
probably debar only curiosity seekers and unaccredited per- 
sons, a class with which the custodians of the archives have 
had comi^aratively little or no acquaintance. 

A comprehensive announcement on the subject of access has 
already been made in these terms by order of the Secretary of 
State: 

The privilege of access to the manuscript archives of the Department 
of State may be secured, so far as the facilities at command and the con- 
venience of the office admit, upon application by letter to the Secretary 
of State. Applicants should describe as concisely and definitely as may 
be possible the papers they desire to consult, the scope of the examination 



294 AMERICAN HISTORICAL ASSOCIATION. 

contemplated, and the period of time during wliicli they purpose to avail 
ihemselves of the permission if accorded. 

The privilege is to be exercised under the following 

SPECIAL RULES. 

I. Persons to whom the privilege of consulting the manuscript archives 
of the Department of State is granted can exercise the permission only 
subject to the convenience of the Department and the uninterrupted trans- 
action of its business. 

II. No manuscript shall at any time be taken out of the Department 
except by order in writing of the Secretary or an Assistant Secretary. 

III. No manuscrijit shall be taken out of the Bureau of Rolls and 
Library into any room of the Department until a receipt in form and 
descrii>tive of the pajier or volume be signed by the official taking the 
same and delivered to the Chief of the Bureau, or, in his absence, to the 
person in charge. 

IV. No manuscript shall be detained from its place on the shelves of 
the Bureau of Rolls and Library after 4 p. m. of the day it shall have been 
taken; and no manuscript shall be taken from its place on the shelves by 
any others than the clerks in charge, except by special arrangement in 
exceptional circumstances. 

V. The nse of tbe indexes in the room in which the old archives are 
dei)ositcd is not permitted except through the clerks in charge. 

VI. The privilege of consulting the manuscript archives docsnot include 
the use of the library. The latter privilege must be independently asked 
of the Chief of the Bureau of Rolls and Library. 

To deal practically with these historical papers this associa- 
tion should place itself iu accord with the Deimrtment or direct 
its eft'orts to the modification or enlargement of existing official 
methods — whichever course may seem the wiser. It is not 
believed that any historical student has been deterred from 
seeking access to the archives by any other than exterior agents, 
of which, since the publication of its last annual report, the 
American Historical Association must be considered one. It 
is hardly necessary for me to add that it is not believed that 
Mr. Poole would have made the report he did make upon a con- 
dition of affairs respecting these papers as existing in 1893, 
had he or any reliable representative of his visited the Bureau 
of Eolls- and Library within a year or two preceding the date 
of his statement, when the facts at first hand were obtainable 
and were not in agreement with his authority. 

The depository of these archives — the Department of State — 
has offices in a fireproof building of stone and iron that has 
been justly described as superior to any other building in the 
world for Government uses. The danger described by the 



ARCHIVES OF DEPARTMENT OF STATE ALLEN. 295 

author of a paper presented at the last meeting of this associa- 
tion, " that by a single accident the nation might be stripped of 
these treasures of the past," is reduced to the least minimum 
by care and watchfulness. Tlie most precious of the archives — 
the two great charters — the Declaration of Independence and 
tlie Constitution of the United States — are preserved in a steel 
case in the iron hall of the library of the Department. And 
it does not seem to be commonly known that the Secretary of 
State forbade their transmission to Chicago for exhibition at 
the World's Fair at tlie risk of a railway accident in transit 
and hre after their arrival — hazards sufficiently apparent and 
by no means trivial. 

The Declaration had come to the Department of State from 
the Continental Congress. It had been subjected to a jirocess 
early in the century, in securing a facsimile for a copperplate, 
that caused the ink to fade and the parchment to deteriorate. 
It had been deposited on the 11th of June, 1841, in the Patent 
Office, then a Bureau of the Department of State, and when 
that office was transferred with its records to the Interior 
Department by act of March 3, 1849, the Declaration had gone 
there to be placed on exhibition in a brilliant light, causing 
further dimness and decay. It was returned to the Depart- 
ment of State in March, 1877, upon the completion of fireproof 
quarters, and after exhibition at the Centennial Exposition in 
Philadelphia, and placed in the library of the Department. In 
February of 1894 it was put away out of the light and air, and 
this notice was posted on the exhibition case: 

The rapid, fading of the text of the origiual Declaratiou of Independ- 
ence and the deterioration of the parchment \\\)ou which it is engrossed 
from exposure to the light and from lapse of time render it impracticable 
for the Department longer to exhibit or to handle it. 

For the secure preservation of its present condition, so far as may be 
possible, it has been carefully wrapped and placed Hat in a steel case, and 
the rule that it shall not be disturbed for exhibition purposes must be 
impartially and rigidly observed. 

In lien of the original document a facsimile is placed here. 

By order of the Secretary of State. 

The plate for engraving facsimile copies is now in the Office 
of the Coast and Geodetic Survey, in order that an "alto" 
and a "basso" may be made from it for electrotyping copies. 

When this process shall have been completed the plate will 
be covered and carefully stored with the Department's archives. 
For, while the full text of the original Declaration is legible. 



296 AMERICAN HISTORICAL ASSOCIATION. 

tbe signatures liave with but few exceptions vanished; and so 
the value of the copperplate is inestimably enhanced.^ 

All the documents relating to the Constitution are being 
carefully printed through the medium of the Bulletin of the 
Bureau of Eolls and Library in a documentary history. Bul- 
letin Nos. 1, 3, and .5 are completed, carrying the narrative 
through the ratifications by the several States. The docu- 
ments are literally printed; all the proof is closely and thor- 
oughly read twice, and later revised with scrupulous care to 
insure accuracy. 

Thus about all that can be done has been or will be done for 
the permanent preservation of these two historic records. 

But as time closes something is necessarily left unsaid. 
Contradiction of generally accepted statements is unavoidable 
iu an endeavor to correct existing error touching the manu- 
script collections of the Department of State; but the contra- 
diction is incidental to the purpose. The purpose has been, 
without ulterior aim, to relate the facts, to present the situa- 
tion, and to announce to all interested investigators the lib- 
eral desire of the Department to aid them to the extent of its 
resources of time, space, force, and funds, and its disi)osition 
to enlarge those resources by the reasonable and appropriate 
means comi)atible with the object sought — the object sought 
both by the custodians of these historical archiv^es and the 
American Historical Association — the promotion of the study 
and knowledge of the history of the nation and the preserva- 
tion of its records. 

MEMORANDUM ON THE RESTORATION, MOUNTING, AND BINDING OF THE 
HISTORICAL ARCHIVES. 

The process of restoration involves a strengthening of each jiaper requir 
ing it, and the piecing out of ragged edges, by a trained process. 

The mounting comprises the attachment of each paper to a linen liinge, 
which is in turn affixed to a sheet of heavy "ledger paj^er," also pro- 
vided with a linen hinge. 

The binding is in volumes of half leather and cloth, of a weight not too 
great to bear handling, and of the size and shape of a large quarto. The 
present purpose is to reduce the length and breadth of the volumes, 
while maintaining a uniform thickness. 



1 Since this paper was read the work of the Coast and Geodetic Survey 
indicated has been completed, and the original copx)er-plate of the Declara- 
tion has been placed in a fireproof safe. 



ARCHIVES OF DEPARTMENT OF STATE ALLEN. 297 

Since July, 1889, there Lave been restored, luouuted, and bound: 

Vols. 

The Mad ison Papers 75 

The Monroe Papers 22 

The "Army Returns" (Washington Papers) 52 

Papers rehxting to the treason of Arnold and the trial of Andr6 1 

Several individual papersln the Washington collection have been inlaid, 
bound, and boxed by reason of special and unique value, and 1 volume of 
the jiapers of the Continental Congress has been similarly treated. They 
are — 

Vol. 

Forms of writing (Washington Papers) 1 

School copybook ( Washington Papers) 1 

" The United States in Account with G. Washington " 1 

Meteorological record ( Washington Papers; 1 

Diaries 1, 2, and 3, in one box ( Washington Papers) 1 

" Rough" Journal of Congress (Papers of the Congress) 1 

During the same period there have been restored and mounted, but not 
bound — 
Privateer bonds of the Revolution : Bonds. 

Maryland 142 

Massachusetts 548 

Pennsylvania 571 

New .Jersey 4 

Rhode Island 14 

South Carolina 1 

Virginia 62 

Connecticut 166 

New Ho,mpshire 104 

Miscellaneous 12 

1,624 
Continental Congress: 

Reports of committees on application of individuals — Sheets. 

Vol. 1, No. 19, 627 pages 243 

Vol. 2, No. 19, 535 pages 180 

Vol. 3, No. 19, 623 pages 240 

Vol. 4, No. 19, 533 pages 200 

Vol. 5, No. 19, 587 pages 240 

Vol. 6, No. 19, 607 pages 270 

Reports of committees, vol. 30, 623 jiages 271 

Reports of committees, vol. 31, 387 jiages 155 

Reports of committees, vol. 28, 323 jiages 132 

Reports of committees on the state of the week, 633 pages 250 

Applications and recommendations for office, chiefly Revolution- 
ary officers, 258 pages 263 

Reports of comnuttees of conference, 427 pages 172 

Ai'ticles of Confederation, 349 pages 120 

Reports of committees to state the j)ublic debt, 321 pages 131 

Letters from the comptroller of claims, 261 pages 88 

Reports of committees on the War Office, 409 pages 144 



298 AMERICAN HISTORICAL ASSOCIATION. 

Coiitineutal Congress — Continued. Sheets. 

Motions in Congress 2, 170 

Reports of the marine committee, 543 pages 178 

Papers relative to mutiny, 1783, and the "peace establishment," 

483 pages 158 

Proceedings of committee of 1780, appointed to repair to head- 
quarters, 237 pages 161 

Ijetters and papers of the committee of 1780, 149 jiages 164 

CircuLar letters and miscellaneous reports, 482 pages 187 

New Hampshire grants No 40 — 

Vol. 1, 579 pages 225 

Vol. 2, 483 pages 178 

Memorials — 

Vol. 1, 481 pages 149 

Vol. 2, 584 pages 174 

Vol. 3, 562 pages - - 165 

Vol. 4, .507 pages 151 

Vol. 5, 439 pages 140 

Vol. 6, 532 pages 151 

Vol. 7, 334 pages 105 

Letters to Washington — Washington Papers, No. 78, 1 volume. 

419 pages . . - 215 

(Jaths of Allegiance (Army Returns), Washington Papers, part 2 of 
Vol. I and parts 1 and 2 of Vol. II. 

•Jefferson Papers, series 4, Vol. I, "Notes Memorandums" wliile Seci-e- 
tary of State, 614 pages. 614 sheets. 
November 30, 1894. 



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